HomeMy WebLinkAbout20260155 BOARD OF COUNTY COMMISSIONERS
PASS-AROUND REVIEW
PASS-AROUND TITLE: CDBG Administrator Change for grant monitoring
DEPARTMENT: CDBG via Finance DATE: January 20, 2026
PERSON REQUESTING: Jennifer Oftelie and Cynthia Martin
Brief description of the problem/issue:
Over the past three and a half years, we have changed the Administrator of the CDBG grant program three times, from
Cheryl Pattelli to Elizabeth Relford, to Rusty Williams. In order to assist staff in reporting and monitoring from the
Integrated Disbursement & Information System (IDIS), we are requesting that you allow Jennifer Oftelie, Budget Manager,
to be allowed to be an Administrator of this program, at a minimum until the new Chief Financial Officer is hired and in
place. At that time, we can reevaluate if a secondary person should be involved to allow for more redundancy in this major
grant program that has significant monitoring and oversight requirements or simply transfer the responsibility to the CFO.
Attached is the IDIS online access request form, along with an example of Cheryl's completed form from June 2022. Chris
D'Ovidio also has access, but his sole IDIS access is to approve drawdowns, which this request would not allow. Cynthia
and Jennifer can work together to ensure that the rules and compliance of the program continue until the new CFO is in
place. This was discussed with CHRO Jill Scott, who is supportive of this request as well.
What options exist for the Board?
The Board can approve or decline the change in Administrator access of the IDIS and HUD programs.
Consequences:
No negative consequences are foreseeable, but Finance would like to ensure the program has additional support until
these two key Finance department positions are filled.
Impacts:
If approved, the board would allow the Chair to sign the attached form as submitted, notarized by CTB, and it will be sent
to HUD. HUD strongly encourages additional oversight and support of an Administrator not directly involved in monitoring,
such as Cynthia's position.
Costs (Current Fiscal Year/Ongoing or Subsequent Fiscal Years):
There is no cost to make this change, simply a change in designation and contact information.
Recommendation:
Please allow the Chair to sign, and CTB to notarize the attached form to be submitted to HUD for our entitlement program
of CDBG, which oversees just over$1.2 million per year.
Support Recommendation Schedule
(not needed in agenda) Work Session Other/Comments:
Scott K. James 6763
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Jason S. Maxey � & itYlakg
Perry L. Buck U let Matt
Lynette Peppler
Kevin D. Ross VI 01 hgaLQ,
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Karla Ford
From: Scott James
Sent: Wednesday,January 21,2026 7:13 AM
To: Karla Ford
Subject: Re: Please Reply- CDBG Administrator form and pass around
I approve
*** Sent from my iPhone- Pardon the brevity and type-o's***
Scott K.James
Weld County Commissioner
Office: 970-400-4200/Cell: 970-381-7496
P.O. Box 758, 1150 O St., Greeley, CO 80632
IMPORTANT:This electronic transmission and any attached documents or other writings are intended
only for the person or entity to which it is addressed and may contain information that is privileged,
confidential or otherwise protected from disclosure. If you have received this communication in error,
please immediately notify sender by return e-mail and destroy the communication.Any disclosure,
copying, distribution or the taking of any action concerning the contents of this communication or any
attachments by anyone other than the named recipient is strictly prohibited.
From: Karla Ford<kford@weld.gov>
Sent:Wednesday,January 21, 2026 9:09:32 AM
To:Scott James<sjames@weld.gov>;Jason Maxey<jmaxey@weld.gov>; Kevin Ross<kross@weld.gov>
Subject: Please Reply-CDBG Administrator form and pass around
Please advise if you support recommendation and to have department place on the agenda.
IkErLa‘1621"1:.;
COUNTY,CO
Karla Ford
Office Manager& Executive Assistant
Board of Weld County Commissioners
Desk: 970-400-4200/970-400-4228
P.O. Box 758, 1150 O St., Greeley, CO 80632
0 ® o ® O
Join Our Team
IMPORTANT:This electronic transmission and any attached documents or other writings are intended only for the
person or entity to which it is addressed and may contain information that is privileged, confidential or otherwise
protected from disclosure. If you have received this communication in error,please immediately notify sender by
return e-mail and destroy the communication.Any disclosure, copying,distribution or the taking of any action
1
Karla Ford
From: Jason Maxey
Sent: Wednesday,January 21,2026 8:17 AM
To: Karla Ford; Scott James; Kevin Ross
Subject: Re: Please Reply- CDBG Administrator form and pass around
I approve.
Jason
Get Outlook for Android
From: Karla Ford<kford@weld.gov>
Sent:Wednesday,January 21, 2026 9:09:32 AM
To:Scott James<sjames@weld.gov>;Jason Maxey<jmaxey@weld.gov>; Kevin Ross<kross@weld.gov>
Subject: Please Reply-CDBG Administrator form and pass around
Please advise if you support recommendation and to have department place on the agenda.
COUNTY,CO
Karla Ford
Office Manager& Executive Assistant
Board of Weld County Commissioners
Desk: 970-400-4200/970-400-4228
P.O. Box 758, 1150 O St., Greeley, CO 80632
® 000
Join Our Team
IMPORTANT:This electronic transmission and any attached documents or other writings are intended only for the
person or entity to which it is addressed and may contain information that is privileged, confidential or otherwise
protected from disclosure. If you have received this communication in error, please immediately notify sender by
return e-mail and destroy the communication.Any disclosure, copying, distribution or the taking of any action
concerning the contents of this communication or any attachments by anyone other than the named recipient is
strictly prohibited.
From:Jennifer Oftelie<joftelie@weld.gov>
Sent:Tuesday,January 20, 2026 5:16 PM
To: Karla Ford <kford@weld.gov>
Cc: Cynthia Martin <cmartin@weld.gov>;Jill Scott<jscott@weld.gov>; CTB<CTB@co.weld.co.us>
Subject: CDBG Administrator form and pass around
1
Karla Ford
From: Kevin Ross
Sent: Wednesday,January 21, 2026 9:07 AM
To: Karla Ford
Subject: Re: Please Reply- CDBG Administrator form and pass around
I approve
Sent from my Verizon, Samsung Galaxy smartphone
Get Outlook for Android
From: Karla Ford<kford@weld.gov>
Sent:Wednesday,January 21,2026 9:09:32 AM
To:Scott James<sjames@weld.gov>;Jason Maxey<jmaxey@weld.gov>; Kevin Ross<kross@weld.gov>
Subject: Please Reply-CDBG Administrator form and pass around
Please advise if you support recommendation and to have department place on the agenda.
COUNTY,CO
Karla Ford
Office Manager& Executive Assistant
Board of Weld County Commissioners
Desk: 970-400-4200/970-400-4228
P.O. Box 758, 1150 O St., Greeley, CO 80632
011000
Join Our Team
IMPORTANT:This electronic transmission and any attached documents or other writings are intended only for the
person or entity to which it is addressed and may contain information that is privileged,confidential or otherwise
protected from disclosure. If you have received this communication in error, please immediately notify sender by
return e-mail and destroy the communication.Any disclosure, copying,distribution or the taking of any action
concerning the contents of this communication or any attachments by anyone other than the named recipient is
strictly prohibited.
From:Jennifer Oftelie<joftelie@weld.gov>
Sent:Tuesday,January 20, 2026 5:16 PM
To: Karla Ford<kford@weld.gov>
Cc:Cynthia Martin<cmartin@weld.gov>;Jill Scott<jscott@weld.gov>;CTB<CTB@co.weld.co.us>
Subject CDBG Administrator form and pass around
OMB Approval No.2506-0171 cop 07/31/2025
Privacy Act Statement:Public taw 97-255,Financial Integrity Act,31 U.S.C.3512,authorizes
IDIS OnLine Access Request the Department of Housing and Urban Development(HUD)to collect all the information
which will be used by HUD to protect disbursement data from fraudulent actions.The
purpose of the data is to safeguard the Integrated Disbursement and Information System
U.S. Department of Housing and Urban Development (IDIS)from unauthorized access.The data are used to ensure that individuals who no
longer require access to l DIS have their access capability promptly deleted.This
Office of Community Planning and Development
information will not be otherwise disclosed or released outside of HUD,except as
permitted or required by law.Failure to provide the information requested on the form
may delay the processing of your approval for access to IDIS.
Public Reporting burden for this information collection is estimated to average 30 minutes
including time for collecting,reviewing,and reporting data.HUD may not collect this
information,and respondents are not required to complete this form,unless it displays a
currently valid OMB Control Number.
GRANTEE & REQUESTOR INFORMATION
This section of the form is to be completed by the requestor. Complete all information accurately and clearly in
its entirety to prevent delays in processing. Required fields are:
1. Request Type
2. Five-Digit Pin
3. Requestor Name (Last, First, MI)
4. Office Email Address
5. Office Address
6. Office Phone Number/Ext.
7. Grantee Name in IDIS
8. Grantee Type.
9. Please Mark All Necessary Functions and Programs (NOTE: If no Functions or Programs are requested, a
new requestor will be given rights to view activities and generate reports.)
10. Approval of State Subgrantee Request if applicable
11. Modules
Requestor must review and acknowledge IDIS Online Rules of Behavior by signing the User Acknowledgement
and Certification (name, signature, and date).
GRANTEE APPROVING OFFICIAL
This section of the form is to be completed by the grantee approving official. Complete all information
accurately and clearly in its entirety to prevent delays in processing. Required fields are:
1. Approving Official's Name
2. Title
3. Office Phone/Ext
4. Office Address (street, city, state, zip)
5. Signature
6. Date
Grantee Approving Official must sign, "I authorize the person above to have access to IDIS functions
checked".
Notary
This section of the form is to be completed by an authorized notary.
The Approving Official's signature must be notarized to verify the identity of the individual who signed this
document using the appropriate notary certificate of the state, territory or insular area. Once completed, attach
the completed notary certificate to this form and send to your local HUD CPD Field Office. If your state,territory
or insular area does not require a notary certificate, use the space below for notary stamp.
HUD FIELD OFFICES ONLY
CPD field office staff must verify:
1. Ensure the requestor entered all required information accurately.
2. Ensure the grantee approving official information is completed and signed.
3. Ensure the form is notarized properly.
Forms will not be processed without the Field Office Approval (CPD Director or Designee)signature.
Once approved, scan and email the notarized form to IDISUseridRequests@hud.gov.
Subject of all emails must include:
1. Grantee Name in IDIS
2. Requestor Name
3. CPD Field Office
Forms received directly from grantees to the IDISUseridRequests@hud.gov mailbox will not be processed.
OMB Approval No.2506-0171 eap 07/31/2025
PriIDIS O n L i n e Access Request the De Act Statement:Public Law an De 97-255,Financial Integrity Act,ct1 U.S.C.3512,information
authorizes
the Department of Housing and Urban Development(HUD)to collect all the information
which will be used by HUD to protect disbursement data from fraudulent actions. The
purpose of the data is to safeguard the Integrated Disbursement and Information System
U.S.Department of Housing and Urban Development (IDIS)from unauthorized access.The data are used to ensure that individuals who no longer
Office of Community Planning and Development require access to IDIS have their access capability promptly deleted.This information will
not be otherwise disclosed or released outside of HUD,except as permitted or required by
law.Failure to provide the information requested on the form may delay the processing of
your approval for access to 1015.
Public Reporting burden for this information collection is estimated to average 30 minutes
including time for collecting,reviewing,and reporting data.HUD may not collect this
information,and respondents are not required to complete this form,unless it displays a
currently valid OMB Control Number.
GRANTEE & REQUESTOR INFORMATION
REQUEST TYPE Role to be Performed by Headquarters I Role to be Performed by Field or Local IDIS Administrator
New Request V Drop from IDIS
Renew Lapsed ID ❑ Change Function or Program Area ❑
Change Name ❑
Add Access for Another Grantee ❑
Please create a five digit pin that will be used for password resets.nn ri r1
Requestor's Name(Last, First, MI): Office E-mail Address:
OFTELIE,JENNIFER L JOFTELIE@WELD.GOV
Office Address: Office Phone: ext.:
1301 N 17TH AVE,GREELEY,CO 80632 970-400-4202
Grantee Name in IDIS: GRANTEE TYPE
WELD COUNTY COLORADO City County Vi State ❑Non-Profit ❑Sub Grantee* ❑
Please Mark All Necessary Functions&Programs
Authorized Set Up Activity ✓ Request Drawdown
Functions Approve Drawdownb Local IDIS Administrator VI
Program CDBG V HOME ❑ ESG !Li HOPWA ❑
•reas HESG ❑ HOPWA-C ❑ HTF Other:
If other,please specify name of program
*Approval of State Sub Grantee Request—CPD State Coordinator or State Official name,signature and date:
Name: Signature: Date:
odules Con Plan: Create/Edit/Submit V Edit ❑ View ❑
Caper: Create/Edit/Submit V Edit ❑ View ❑
IDIS Online Rules of Behavior
September 14,2015
Introduction
This Rules of Behavior(RoB)procedure was developed as a guide to ensure that all users of IDIS Online are made aware of their security
responsibilities before accessing IDIS Online.The RoB defines responsibilities and procedures for secure use of IDIS Online. By reading
and acknowledging these rules, users accept the responsibility to protect IDIS Online and data. Users are accountable for their actions
and the requirements to protect IDIS Online data and equipment from both malicious and accidental loss and damage. These rules
clearly delineate the responsibilities of and expectations for all individuals with access to IDIS Online. Non-compliance with these rules will
be enforced through sanctions commensurate with the level of infraction.
Responsibilities
All authorized users who have access to IDIS Online are required to read,acknowledge understanding,and sign the RoB before accessing IDIS
Online and associated data. This acknowledgement must be completed annually thereafter.
By agreeing to and signing these rules,the user signifies:
1. Understanding that access is given only to IDIS Online to which the user requires access in the performance of their official duties
and the user will not attempt to access systems they are not authorized to access.
ALL PREVIOUS VERISONS OF THIS FORM WILL NOT BE ACCEPTED OR PROCESSED. HUD FORM 21055110/20201
Page 1 of 3
2. Understanding of the IDIS Online Rules of Behavior(IDIS RoB)security requirements.
3. Acknowledgement that disciplinary action may be taken based on violation of the IDIS RoB.
The IDIS Online System Security Administrator(SSA)verifies that the users who require access to IDIS Online have read and
accepted(via signature on the acceptance form)this IDIS RoB.
Other Policies and Procedures
This IDIS RoB is intended to enhance and further define the specific rules each user must follow while accessing IDIS Online.The rules are
consistent with the policy and procedures described in the following directives:
Revision of OMB Circular No.A-130,Transmittal No.3,Appendix https://www.whitehouse.gov/omb/circulars a130 a130pre
III,"Security of Federal Automated Information Resources."
Privacy Act of 1974,as amended,5 U.S.C.§552a http://www.justice.gov/opc11privacy-act-1974
18 USC 1030(a)4,"Accessing to Defraud and Obtain Value http://www.gpo.gov/fdsys/granule/USCODE-2010-titlel8/USCODE-
2010-title 18-partl-cha p47-sec 1030/content-detai l.htm l
NIST Special Publication 800-18-Revision 1,Guide for http://csrc.nist.gov/publications/nistpubs/800-18-Revl/sp800-18-
Developing Security Plans for Information Technology Systems, Rev1-final.pdf
February 2006
HUD Information Technology Security Policy Handbook http://portal.hud.gov/hudportal/HUD?src=/program_offices/admin
istration/h udcl iplhand books/cio/2400.25
Application Rules
Because written guidance cannot cover every contingency,you are asked to go beyond the stated rules,using your best judgment
and highest ethical standards to guide your actions. These rules are based on Federal laws and regulations and HUD policies. As
such there are consequences for non-compliance. The following IDIS RoB is the minimum rules for users who are requesting an IDIS
Online user account:
1. You are aware of the existence of and penalty for violating 18 USC 1030 and abide by:
a. The elements of 18 USC 1030(a)4,"Accessing to Defraud and Obtain Value"are:
i. Knowingly accessing a protected computer without or in excess of authorization;
ii. With intent to defraud;
iii. Access furthered the intended fraud;and
iv. Obtain anything of value
b. The penalty for violating this statute includes a fine and imprisonment of not more than ten years,or both.
2. You must adhere to HUD's policy requiring a separation of duties between the requestor and approver for financial
transactions:
a. Effective December 14,2001,the same person can no longer both request and approve a given draw down in IDIS
Online.
b. While individual persons may have the power to both request and approve draws,this rule prevents an individual
from approving a draw that he or she created. IDIS Online requires two people to be involved in every draw down
of funds.
3. Currently,the IDIS Online Local Administrator initially defines what a person can do in IDIS Online,carrying out the
wishes of each grantee's authorizing official — mayor,grant holder,CEO,CFO,etc.Some users have full rights,while
others have limited rights of various kinds. You understand that you are given access only to IDIS Online to which you
require access in the performance of your official duties and that you will not attempt to access systems that you are not
authorized to access.
4. You are prohibited from misusing IDIS Online,i.e.,exceeding your authority.Your level of access to IDIS Online is limited to
ensure your access is not more than necessary to perform your legitimate tasks or assigned duties. If you believe you are
being granted access that you should not have,you must immediately notify the IDIS Online SSA via email at
IdisUseridRequests@hud.gov.
5. You must immediately notify your Supervisor,CPD Field Office Administrator,and/or your Local Grantee Administrator if
your access/privilege are no longer required,termination,promotion,and transferred.
6. You must maintain the confidentiality of your authentication credentials such as your password. Do not reveal your
authentication credentials to anyone and do not record passwords on paper or in electronic form.
7. You must report all security incidents or suspected incidents(e.g.,lost passwords,improper or suspicious acts)related to
IDIS Online to the HUD Computer Incident Response Team at CIRT@hud.gov.
8. Your IDIS Online password expires every 90 days,so ensure you access IDIS at least once a month. Users who do not use
IDIS within a 90 day period will find their accounts are de-activated.
ALL PREVIOUS VERISONS OF THIS FORM WILL NOT BE ACCEPTED OR PROCESSED. HUD FORM 27055(10/2020(
Page 2 of 3
9. You must follow proper logon/logoff procedures. You must manually logon to your session;do not store your password
locally on your system or utilize any automated logon capabilities. You must promptly logoff when session access is no
longer needed. If a logoff function is unavailable,you must close your browser. Never leave your computer unattended
while logged into IDIS Online.
10. You must not establish any unauthorized interfaces between IDIS Online and other non-HUD systems.
11. Your access to IDIS Online constitutes your consent to the retrieval and disclosure of the information within the scope of
your authorized access,subject to the Privacy Act,and applicable Federal laws.
12. You must safeguard IDIS Online resources against waste,loss,abuse,unauthorized use of disclosure,and misappropriation.
13. You must not process classified national security information on IDIS Online.
14. You must not browse,search or reveal IDIS Online data except in accordance with that which is required to perform your
legitimate tasks or assigned duties. You must not retrieve data,or in any other way disclose data,for someone who does
not have authority to access that information.
15. By your signature or electronic acceptance(such as by clicking an acceptance button on the screen),you must agree to these
rules
User Acknowledgement and Certification—1 acknowledge and certify that:
1. I understand the IDIS RoB and Federal Government policies as set forth above regarding security awareness and practices
when accessing and utilizing IDIS Online.
2. I have read and understand the IDIS RoB governing my use of IDIS Online and agree to abide by them.
3. I understand my responsibilities and the penalties for NOT ADHERING to the IDIS RoB.
4. I understand that failure to comply will result in disciplinary action against me which may include, but are not limited to,a
verbal or written warning, removal of system access, reassignment to other duties,demotion,suspension,reassignment,
termination,and possible criminal and/or civil prosecution.
Jennifer Oftelie Jennifer Oftelie oaea'zozso;a2oY,64;';z-°�oo 1-20-2026
Requester Name: Signature: Date:
GRANTEE APPROVING OFFICIAL NOTARY
Approving Official's Name: The Approving Official's signature must be notarized to
Scott K.James verify the identity of the individual who signed this
document using the appropriate notary certificate of the
Title: state,territory or insular area. Once completed,attach
Chair,Board of Weld County Commissioners the completed notary certificate to this form and send
to your local HUD CPD Field Office. If your state,
Office Phone: ext.: territory or insular area does not require a notary
970-400-4200 certificate, use the space below.
Office Address:(Street,City,State,Zip)
Date:1/26/2026
1150 O Street
Greeley, CO 80631 jHoustan Aragon Digitally signed by Hauslan Aragon
Dale.202601.26 10 39 17-0T00'
Signature. -
Scott James Digitally signed by Scott James
Date'.2026.01.26 10.26'.32-07'00'
Signature. Date:
I authorize the person above to have access to IDIS functions checked.
HUD FIELD OFFICES
Field Office Approval(CPD Director or Designee)
Name: Signature: Date:
ALL PREVIOUS VERISONS OF THIS FORM WILL NOT BE ACCEPTED OR PROCESSED. MUD FORM 27055(10/2020)
Page 3 of 3
ZZOZ to— 0155
State of Colorado
ss
County of Weld
The preceding Integrated Disbursement and Information System (IDIS) Online
Access Request for Jennifer Oftelie, was digitally signed before me this 26th of
January, 2026, by Scott K. James, as Chair, Board of Weld County
Commissioners
Witness my hand and official seal: HOUSTAN MARIE ARAGON
NOTARY PUBLIC
Mayue_ 09/61LSTATE OF COLORADO
NOTARY ID 20244035426
MY COMMISSION EXPIRES SEPTEMBER 20,2028
Notary Public
My Commission Expires: September 20, 2028
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